Receiving Liquid Raw Material in Road Tankers

1.0   Purpose       :   To provide the procedure for receiving liquid raw materials in road tankers.
                                                     

2.0 Objective     : To provide documented procedure for receiving liquid raw materials in road tankers.

3.0   Scope         :  This procedure defines instructions for receiving liquid raw materials in road tankers in the stores department.

4.0   Responsibility   :

§         Primary   :  Officer – Stores

§         Secondary:   Stores   In charge/ Manager Store.

      

     5.0   Procedure       :

·        Receive and verify the delivery documents (DC, Performa Invoice, Central Excise Invoice, COA) and check for the Purchase Order copy for the material. The documents shall essentially consist of the following information.

Ø            Name of the material

Ø            Name of the supplier

Ø            Batch No. / Identification No.

Ø            Manufacturing date

Ø            Quantity of material including the units of measurement

Ø            Number & date of Purchase order

·        Contact the Purchase department, if PO copy for the material received is not available.

·        Check for the security inward stamp on the delivery documents and the signature of the security personnel along with the Security inward number.

·        Inform QC Dept  in writing about the arrival of tanker for tanking sample giving the following details:

Ø            Date

Ø            Time of Reporting

Ø            Name of the Product

Ø            Name of the Supplier

Ø            Name of the manufacturer

Ø            Quantity

Ø            DC / Invoice No. &  Date

·        If the sample from the tanker does not conform to the specification, inform the purchase department regarding the “REJECTION”. Return back the tanker.

·        On receipt of approval of the tanker from the QC, assign a Stores Asst. to the tanker and send it to approved public weighing bridge for taking the gross weight.

·        Instruct the tanker driver to position his vehicle near to the unloading point.

·        Inform the engineering personnel to make arrangements for connecting the delivery lines to the tanker, connect the earthing cable from the tanker outlet to the earthing point to ensure the discharge of static electricity.

·        Ensure all the safety precautions for unloading the material from the road tanker have been taken.

·        After the unloading is completed verify the compartments of the tanker by checking the individual compartments and opening the outlet valves completely.

·        Assign a store asst. and send the tanker for weighing to the weight bridge.

·        On receipt of the weight of the empty tanker compute the net weight of the material transferred.  Check against the delivery documents and compute the difference if any.

·        Enter in the raw material inward register including the actual content of the material transferred.

·        Sign for received on the delivery documents and retain the original copy.

·        Return the duplicate copy to the driver and mention deviations observed for suppliers’ reference.

·        Prepare the GRN and forward the same to the QC Dept for analysis of composite from the storage tank.

·        On receipt of report from QC, forward copy of the GRN to Accounts and   Purchase department.

Handling the returnable & non returnable Gate pass

1.0    Purpose                          :  To provide a  documented guideline  to Handle the returnable &

                                                      non returnable Gate pass.

      

2.0   Objective                           :  To  provide a guideline how the material movement shall be

                                                      by the Stores department.

3.0   Scope                                 :   Stores of ----Pharmaceutical Ltd. 

                                                                                                                                                 

4.0   Responsibility                   :

·    Follow up        :            Officer Stores

·    Over all responsibility  : Store Incharge

5.0   Procedure:

·     Gate pass shall be filled when any material required sending out of factory premises.

Ø            There are two types of gate pass.

o      Gate pass for  Returnable goods

o      Gate pass for No returnable goods

·        When any  item is required to send temporarily  out of factory  for any reason at that

              time gate pass for returnable goods shall be filled.

·       When any  item is required to send  permanently   out of factory  for any reason  at that  

  time gate pass for non returnable goods shall be filled.                                         

·        User department shall collect the  gate pass book from  stores.

·         Enter the required information into gate pass.

·         Get the approval from Authorized person.

·         Hand over the material and gate pass book to stores personnel if the material is                     required to be send by stores department .

1. In case the material is to be carried out by user department personnel / contractor, hand over the gate pass book to stores removing   current copy.

2. Hand over the copy of gate pass to security.

3. Enter the necessary entries into respective gate pass register.

Four copy shall be made. One copy to Party Copy, Second Copy to Security, Third Copy to Store copy and last Copy to Extra Copy.

MATERIAL GATE PASS            

                                                                                                              Format No F/ST/012

NON RETURNABLE

Sr. No.                                                                                       Date:____________________

Please allow the following items to be taken out by

Mr___________                              of         M/S__________________

 Transport__________________________________To____________________________________

Vehicle No.__________________-

         

No.	Particulars	Qty	Remarks

Purpose

________________________             ___________________________-        _____________________

Prepared by                                           Received  by                                 Authorised signatory

                                           MATERIAL GATE PASS                 Format No F/ST/013

                                                                                                                                               

                                                            RETURNABLE

Sr.No.                                                                                      Date:____________________

Please allow the following items to be taken out by

Mr___________                of     M/S__________________

 Transport__________________________________To____________________________________

Vehicle No.__________________-

  

No.	Particulars	Qty	Remarks

Purpose

________________________             ___________________________-        _____________________

Prepared by                                                   Received  by                                 Authorised signatory

Handling Expired Raw Material.

1.0    Purpose                          :  To provide a documented procedure  to handle raw material whose

                                                   validity is expired (shelf life if over )

2.0   Objective                        :  To provide a documented guide how to handle raw material whose

                                                   Validity is expired i.e. shelf life is over.

3.0   Scope                              :  Stores department ---Pharmaceuticals Ltd.  

4.0   Responsibility               :

·        Follow up       :  Officer - Stores

·        Over all responsibility   : Store Incharge.     

5.0   Procedure                     :

·        Stores shall generate the list of raw materials from the Inward whose shelf life is

       expiring after One months.

·       Stores shall forward this list to Q.A, General Manager and H.O.

·       If the material is not used during this six months and its validity expires, shift the

                 material to Rejected area.

·       Raise a material destruction note as per sop for destruction.

·       Once destruction is approved by QA, stores shall carry out destruction of raw material

                  as per SOP for destruction.

Dispensing of Packing Material

1.0   Purpose                          :   To provide a documented procedure for dispensing of packing
                                                     material.    

2.0   Objective                      :   To provide guidelines on how to issue the required packing
                                                    material to the production.

3.0   Scope                            :  Dispensing of Packing material -----Pharmaceuticals Ltd.

                                                   

4.0   Responsibility              :

§         Dispensing   :  Officer – Stores

§         Over all responsibility :   Stores   In charge

§         Supervisor for dispensing – Officer QA/production         

    

5.0   Procedure                :

§           Receive the packing material issue requisition and record the serial number, material

      code and date of receipt. Check for the entries in all the columns viz. Dept, Batch Size.,                           Batch No. and signatures for requisite by and authorizes by. If any of these columns is missing, return the requisition to production.

§            Check the materials in “Under Test” status. If the material requisitioned is present in

  Under Test” status, inform the Manager – Production and Asst Manager – QC regarding                         the same. Hold the issue of the other materials till the material is approved by QC.

·          On receipt of. packing material issue requisition officer stores shall inform to Q.A. personnel for dispensing activities. Dispensing activities shall be carried out in presence of Q.A. personnel only.

·         Check the packing material requisition to confirm the Name of packing Material, Item

·        Code of packing material, and Quantity to be dispensed.

·   Open the pack of packing material requisition carefully and dispense one by one packing material in  sequence as mentioned in of packing material requisition

·   material requisition will be made two copy. one copy will be kept in store department and duplicate copy attach with B.P.R.